KECSAC Memorandum of Agreement Process

Dr. Ronnie Nolan, Director

Kaye Parker, Associate Director

Agenda for Today

Discuss Definition of State Agency Children District provided services KECSAC expectation How funds are distributed Process Timelines

State Agency Children KRS 158.135 defines a State Agency Child as:

1. a. Children of school age committed to or in custody of the Cabinet for Health and Family Services and placed, or financed by the cabinet, in a Cabinet for Health and Family Services operated or contracted institution, treatment center, facility, including those for therapeutic foster care and excluding those for nontherapeutic foster care; or b. Children placed or financed by the Cabinet for Health and Family

Services in a private facility pursuant to child care agreements including those for therapeutic foster care and excluding those for nontherapeutic foster care;

2. Those children of school age in home and community-based services provided as an alternative to intermediate care facility services for the mentally retarded; and

3. Those children committed to or in custody of the Department of Juvenile Justice and placed in a department operated or contracted facility or program.

What is the MOA?

The MOA is an agreement between the local school district and KECSAC. The district agrees to provide specific

educational services to state agency children.

KECSAC agrees to provide funding to supplement the costs of providing these services.

District Commitments

To receive SACF funding districts agree to: develop a school calendar reflecting a total

of 230 days. provide 210 days of instruction to the SAC

in their district. provide a classroom ratio of ten students to

one teacher, or fifteen students to one teacher with a classroom aide.

State Agency Children Funds

SACF funds are SUPPLEMENTAL funds provided to the District to help defray the cost of an extended school calendar and smaller classroom size.

SACF funds are not intended to cover the entire costs of operating a SAC program.

State Agency Children’s Fund Funding Process

2012-2014 General

Assembly Allocation $9,596,500

$9,025,381 (94%)

To Local School Districts

$571,119 (6%) To DJJ

For KECSAC Operational

Budget

EKU $571,119

$42,305 or 8% of Total Direct

Costs retained by EKU

KECSAC $528,814

(Salaries, Support Services,

Operating Expenses, PD,

Travel)

Kentucky Department of Education

How Funds are Allocated

Programs with DCBS child care agreements are funded by the average daily membership (ADM).

DJJ day treatment programs are funded by the ADM

Mental health day treatment programs are funded by the ADM

DJJ residential programs (detention centers, youth development centers) are funded at rated capacity

How Funds are Allocated

All programs must complete the Average Daily Membership Reporting Form. ADM reporting form is submitted to

KECSAC for three specific points in time October 15 December 2 (CENSUS Reporting Day) March 14

How Funds are Allocated

KECSAC staff does the math to establish the per student rate. total the rated capacity for all DJJ programs total the ADM’s for DCBS and MHDT

programs divide total SACF allocation (less operating

budget and administrative fees) by the total number of youth served

2013-2014 per child rate is: $ 2,965

District Reimbursement

Districts must submit expenditures to KECSAC quarterly in MUNIS project budget report format. October 25 – First quarter report January 24 – Second quarter report April 25 – Third quarter report July 15 – Year-end report

District Reimbursement

KECSAC staff will review MUNIS report for each program to ensure funds are spent appropriately. Funds may be used for: direct labor, supplies, subcontracts, and

incidental expenses needed to perform work

Funding Matrix of approved expenditures is available on KECSAC website.

District Reimbursement

Budget Specialist will submit quarterly reimbursement requests to KDE.

KDE will reimburse district for funds

expended during the quarter.

KECSAC Requirements

All teachers in KECSAC funded programs must meet Kentucky certification requirements.

All educators new to a state agency children programs must attend the “New Educators Training.” Yeah! Today’s the day!

KECSAC Requirements

District must designate a School Administrator to be the instructional leader of the program. May be a lead teacher, principal, or district

personnel.

KECSAC Requirements

Designated school administrator must attend two statewide meetings of the State Agency Children School Administrators Association (SACSAA). Fall meeting – September 13, 2013 Spring meeting – March 7, 2014

KECSAC Requirements

School administrators should participate in treatment planning conferences and team meetings .

Maintain average teacher pupil ratios of no more than 10:1 without an aide or 15:1 with a classroom aide.

KECSAC Requirements

District must develop a professional development plan for all certified staff working at on-site SAC programs

KECSAC Requirements

Provide 33 extended school days with a minimum of 4 hours of instruction

Develop an Individual Plan of Instruction (IPI) for each youth ILP may serve as the IPI if academic and vocational

goals are thoroughly covered and/or

Develop an Individual Education Plan (IEP) for each youth determined to have an education disability

KECSAC Requirements

Requires all state agency children to be administered the same assessments administered to other public school youth.

All youth must be formally or informally assessed within the first 30 days of placement in state agency children program.

KECSAC Requirements

School records Request educational records from previous

enrollment Forward educational records to the next

school within 5 days of transferring to new school

Records obtained using Infinite Campus may meet these requirements unless written records are specifically requested

MOA Attachments

Attachment 1 – Budget for 2013-2014 District must submit the total educational

budget for the program in project budget report MUNIS format Budget must include SAC and SEEK funds

allocated for the program.

MOA Attachments

Attachment 2 – Comprehensive Budget District must submit a comprehensive annual

budget in project budget report MUNIS format for each program.

MOA Attachments

Attachment 3 – School Calendar A completed program educational calendar

worksheet. Must show 230 days with a minimum of

210 days of direct instruction. Extended days must be designated

MOA Attachments

Attachment 4 – Make-up Day Plan A plan for making up any of the 210

instructional days lost because of inclement weather or other district planned events.

MOA Attachments

Attachment 5 – SEEK Calculation Worksheet A completed SEEK calculation worksheet that

provides projected SEEK allocations including: Base SEEK At-Risk add-on Disability add-on

MOA Attachments

Attachment 6 – Interagency Agreement A current Interagency Agreement between the

school district and the program. Mental Health Day Treatment - Interagency

Agreement between the district and the approved service provider

DJJ programs do not need to submit this attachment

MOA Attachments

Attachment 7 – Program Improvement Plan A current Program Improvement Plan that is

specific to the individual program and address the needs of state agency children. Samples available on KECSAC website.

MOA Attachments

Attachment 8 Implementation and Impact Check based

upon the previous year’s Program Improvement Plan.

The report should include updates on the goals set from the previous academic year.

MOA Attachments

Attachment 9 - Student Transition Plan The STP should outline the program’s procedures

for transitioning state agency children from one educational setting to the next. STP must comply with the transition plan and

service requirements of the Individual with Disabilities Education Act (IDEA).

The Student Transition Plan should include procedures that address the transfer of student educational records.

Timeline

New Programs District must notify KECSAC if a state

agency plans to open a new program in their district by April 1 of each year. Superintendent must request SACF

application

Existing Programs Must notify KECSAC of an increase in the

rated capacity by April 1st of each year MOA will be mailed to the superintendent

during May of each year. Signed MOA is due back to KECSAC by

September 15

For Reference

KECSAC Statutes KRS 158.135 KRS 605.110 KRS 158.137

KECSAC Regulations 505 KAR 1:080

KECSAC Website http://www.kecsac.eku.edu/

Documents

Important to Remember

MOA is not complete until all attachments are submitted and all signatures are obtained.

KECSAC is authorized to withhold reimbursement until MOA is complete.

Questions

Thoughts Comments

Working Together to Educate All of Kentucky’s Children

Department of Education Department of Juvenile Justice Department for Community Based Services Department for Behavioral Health, Developmental and

Intellectual Disabilities